Pan Government Records Management Contract

{
  "id": "072844-2025",
  "tag": [
    "planning"
  ],
  "date": "2025-11-11T14:36:03Z",
  "ocid": "ocds-h6vhtk-05dcf0",
  "buyer": {
    "id": "GB-PPON-PHVX-4316-ZVGZ",
    "name": "Ministry of Defence"
  },
  "tender": {
    "id": "ocds-h6vhtk-05dcf0",
    "lots": [
      {
        "id": "1",
        "status": "planned",
        "contractPeriod": {
          "endDate": "2038-12-06T23:59:59+00:00",
          "startDate": "2028-12-07T00:00:00+00:00"
        }
      }
    ],
    "items": [
      {
        "id": "1",
        "relatedLot": "1",
        "additionalClassifications": [
          {
            "id": "92512000",
            "scheme": "CPV",
            "description": "Archive services"
          }
        ]
      }
    ],
    "title": "Pan Government Records Management Contract",
    "value": {
      "amount": 250000000,
      "currency": "GBP",
      "amountGross": 300000000
    },
    "status": "planned",
    "legalBasis": {
      "id": "2023/54",
      "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents",
      "scheme": "UKPGA"
    },
    "description": "The Ministry of Defence currently manages a Pan-Government Public Private Partnership (PPP) contract for the storage, management, and transportation of public records. This contract, known as the Pan-Government Records Management Contract (PGRMC), is utilised by 20 Other Government Departments (OGDs) and Arms-Length Bodies (ALBs). A portion of the records managed under this arrangement are classified as SECRET, with the remainder classified up to OFFICIAL-SENSITIVE.\nWith the existing contract set to expire in 2028, the MOD, in collaboration with other government departments, is actively considering its approach to re-procuring these critical services and to that aim is undetakening preliminay market engagement in Novembe 2025. \nThe key elements of the requirement are:\n•\tSecure Storage\n•\tManagement of Records\n•\tTransport of Records\n•\tScanning Services\n•\tBulk Destruction of Records",
    "communication": {
      "futureNoticeDate": "2028-11-07T23:59:59+00:00"
    },
    "mainProcurementCategory": "services"
  },
  "parties": [
    {
      "id": "GB-PPON-PHVX-4316-ZVGZ",
      "name": "Ministry of Defence",
      "roles": [
        "buyer"
      ],
      "address": {
        "region": "UKI32",
        "country": "GB",
        "locality": "London",
        "postalCode": "SW1A2HB",
        "countryName": "United Kingdom",
        "streetAddress": "Whitehall"
      },
      "details": {
        "url": "https://www.gov.uk/government/organisations/ministry-of-defence",
        "classifications": [
          {
            "id": "publicAuthorityCentralGovernment",
            "scheme": "UK_CA_TYPE",
            "description": "Public authority - central government"
          }
        ]
      },
      "identifier": {
        "id": "PHVX-4316-ZVGZ",
        "scheme": "GB-PPON"
      },
      "contactPoint": {
        "email": "defcomrcl-hobp1-ooo@mod.gov.uk"
      }
    }
  ],
  "language": "en",
  "planning": {
    "documents": [
      {
        "id": "072844-2025",
        "url": "https://www.find-tender.service.gov.uk/Notice/072844-2025",
        "format": "text/html",
        "noticeType": "UK1",
        "description": "Pipeline notice on Find a Tender",
        "documentType": "plannedProcurementNotice",
        "datePublished": "2025-11-11T14:36:03Z"
      }
    ]
  },
  "initiationType": "tender"
}

{
  "id": "072098-2025",
  "tag": [
    "planning"
  ],
  "date": "2025-11-07T14:55:16Z",
  "ocid": "ocds-h6vhtk-05dcf0",
  "buyer": {
    "id": "GB-PPON-PHVX-4316-ZVGZ",
    "name": "Ministry of Defence"
  },
  "tender": {
    "id": "ocds-h6vhtk-05dcf0",
    "lots": [
      {
        "id": "1",
        "status": "planning",
        "hasRenewal": true,
        "suitability": {
          "sme": true
        },
        "contractPeriod": {
          "endDate": "2038-12-06T23:59:59+00:00",
          "startDate": "2028-12-07T00:00:00+00:00",
          "maxExtentDate": "2040-12-06T23:59:59+00:00"
        }
      }
    ],
    "items": [
      {
        "id": "1",
        "relatedLot": "1",
        "deliveryAddresses": [
          {
            "region": "UK",
            "country": "GB",
            "countryName": "United Kingdom"
          }
        ],
        "additionalClassifications": [
          {
            "id": "79995100",
            "scheme": "CPV",
            "description": "Archiving services"
          }
        ]
      }
    ],
    "title": "UK2 - Preliminary Market Engagement - Pan Government Records Management Contract",
    "value": {
      "amount": 250000000,
      "currency": "GBP",
      "amountGross": 300000000
    },
    "status": "planning",
    "legalBasis": {
      "id": "2023/54",
      "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents",
      "scheme": "UKPGA"
    },
    "description": "The Ministry of Defence currently manages a Pan-Government Public Private Partnership (PPP) contract for the storage, management, and transportation of public records. This contract, known as the Pan-Government Records Management Contract (PGRMC), is utilised by 20 Other Government Departments (OGDs) and Arms-Length Bodies (ALBs). A portion of the records managed under this arrangement are classified as SECRET, with the remainder classified up to OFFICIAL-SENSITIVE.\nWith the existing contract set to expire in 2028, the MOD, in collaboration with other government departments, is actively considering its approach to re-procuring these critical services. \nThe key elements of the requirement are:\n•\tSecure Storage\n•\tManagement of Records\n•\tTransport of Records\n•\tScanning Services\n•\tBulk Destruction of Records",
    "communication": {
      "futureNoticeDate": "2028-11-07T23:59:59+00:00"
    },
    "aboveThreshold": true,
    "mainProcurementCategory": "services"
  },
  "parties": [
    {
      "id": "GB-PPON-PHVX-4316-ZVGZ",
      "name": "Ministry of Defence",
      "roles": [
        "buyer"
      ],
      "address": {
        "region": "UKI32",
        "country": "GB",
        "locality": "London",
        "postalCode": "SW1A 2HB",
        "countryName": "United Kingdom",
        "streetAddress": "Whitehall"
      },
      "details": {
        "url": "https://www.gov.uk/government/organisations/ministry-of-defence",
        "classifications": [
          {
            "id": "publicAuthorityCentralGovernment",
            "scheme": "UK_CA_TYPE",
            "description": "Public authority - central government"
          }
        ]
      },
      "identifier": {
        "id": "PHVX-4316-ZVGZ",
        "scheme": "GB-PPON"
      },
      "contactPoint": {
        "email": "defcomrcl-hobp1-ooo@mod.gov.uk"
      }
    }
  ],
  "language": "en",
  "planning": {
    "documents": [
      {
        "id": "072098-2025",
        "url": "https://www.find-tender.service.gov.uk/Notice/072098-2025",
        "format": "text/html",
        "noticeType": "UK2",
        "description": "Preliminary market engagement notice on Find a Tender",
        "documentType": "marketEngagementNotice",
        "datePublished": "2025-11-07T14:55:16Z"
      }
    ],
    "milestones": [
      {
        "id": "engagement",
        "type": "engagement",
        "status": "scheduled",
        "dueDate": "2026-01-05T23:59:59+00:00",
        "description": "1.\tGiven the need to reprocure a records management service, and recognising the technological advancements and the growing emphasis on digital, the Authority is initiating a Pre Market Engagement (PME) exercise for the PGRMC. This process aims to:\n•\tAssess market interest, capacity, and capability.\n•\tExplore innovative solutions to address key challenges.\n•\tInform the strategy for the upcoming procurement.\n2.\tThis PME is intended to help identify the potential bidders who can deliver the required services and who can collaborate with the Ministry of Defence and Other Government Departments to achieve the Authority’s long-term strategic objectives.  It will inform and shape the next steps and strategy for this procurement, based on the information and feedback received, ensuring that the proposed solution is robust, realistic and aligned with market conditions and appetite. \n3.\tThe PME exercise is designed to achieve the following:\n•\tIdentify Potential Bidders\n•\tExplore Alternative Solutions\n•\tGather Feedback on Commercial Constraints\n•\tUnderstand Risks and Opportunities\n•\tShape the Service Requirement\n4.\tThe PME process will follow these timelines:\n•\t18 Nov 2025 - Potential bidders register interest in participating in the PME to the MOD point of contact.\n•\t18 Nov 2025 - PME information pack issued to potential bidders\n•\t27 Nov 2025 - Webinar/Plenary presentation on the requirement and future procurement process (via MS Teams)\n•\t9 & 10 Dec 2025 -\tBilateral meetings between MOD and potential bidders (via MS Teams).\n•\t5 January 2026\tPotential bidders provide written feedback to the MOD point of contact.\nRegistering an Interest in Participating in the Market Engagement \n5.\tPotential bidders interested in participating in this preliminary market engagement process should notify the MOD point of contact on defcomrcl-hobp1-ooo@mod.gov.uk no later than 12:00hrs GMT on 18 November 2025 detailing their company name, the names of those wishing to attend, their position/ title and email contact details. The point of contact will then send a copy of the information pack ahead of the bilateral presentation."
      }
    ]
  },
  "initiationType": "tender"
}